Delivering product samples abroad: how to choose a carrier for B2B

Why a sample is cargo, not "just a parcel"

Even a free sample crosses the border as goods. It needs to be described, its value stated for customs purposes and correctly classified. If a sample is placed in a document envelope, the shipment stops being a document shipment and may require different processing. We explained what can be sent as documents in the article on delivering documents abroad.

Important: a shipment of any weight — even from 0.1 kg — sent without consulting a customs broker significantly increases the risk of delays and additional costs. This also applies to low-value samples.

Delivering product samples abroad: how to choose between DHL and FedEx

SEMERO works with two main express carriers — DHL and FedEx. We do not recommend choosing "the best" one in the abstract: the right choice depends on the specific task. Before booking, it is worth answering a few questions:

• where exactly the sample is going — the recipient's country and city;
• what the product is and whether it requires permits, certificates or a licence in the destination country;
• what the weight and dimensions of the shipment are, including packaging;
• how critical the deadline is — for example, the sample must arrive in time for negotiations or an exhibition;
• who the recipient is — a company or a private individual.

The answers to these questions help the broker choose the carrier and route for your situation. We compare options not "in general", but for the specific shipment.

Think about the recipient separately. Let your partner know a sample is on its way and agree in advance on the contact person, address and phone number. If the recipient has questions about the cargo in the destination country, a quick response from their side is just as important as correct documents from yours.

What documents are needed to ship samples

The key document is the invoice. When there is no sale, as is often the case with samples, a proforma invoice is used; a value is still stated in it for customs purposes. More details are in the article what an invoice is and why its errors stop cargo.

Equally important are an accurate description of the goods and the gross weight, which must match in the invoice, packing list and air waybill. These terms are explained in our glossary of customs terms.

Typical mistakes that delay samples

• a vague description like "sample" without explaining what the product is and what it is for;
• no value stated in the invoice or proforma invoice;
• weight discrepancies between documents;
• a sample placed in the same envelope as documents;
• missing permits for goods that require them.

Each of these mistakes can lead to additional questions from customs and therefore a delay. It is easier to check documents before shipping than to correct them while the cargo is already on its way.

If your company ships samples regularly, it is worth preparing accurate product descriptions and a proforma invoice template together with a broker once. This saves time on every subsequent shipment and reduces the risk of accidental discrepancies in documents.

How SEMERO helps with sample delivery

Services can be ordered exactly as you need them: DHL or FedEx delivery booking only, customs clearance of DHL or FedEx cargo only, or a package — delivery together with customs clearance. We cover the need your company actually has. For example, if you have already arranged delivery yourself, you can come to us for customs clearance only. And if you do not need customs clearance from us, you can simply book DHL or FedEx delivery.

We work with businesses — LLCs and sole proprietors (FOP) — and help with shipments of samples, commercial and repair cargo weighing from 0.1 to 70 kg. SEMERO holds its own customs broker licence UACBR125000640, and our offices are located in Kyiv, Mukachevo and Uzhhorod. More about the service is on the product sample delivery page.

Checklist before shipping a sample

1. 1Describe the product: what it is, what it is made of and what it is intended for.
2. 2Determine the value of the sample for customs purposes and prepare an invoice or proforma invoice.
3. 3Weigh the shipment with packaging and check the weight in all documents.
4. 4Confirm the recipient's details and the destination country's requirements for your product.
5. 5Consult a broker before booking — this makes it easier to avoid delays.

To calculate the cost of delivering samples abroad, contact us via the contacts page — write on WhatsApp or call.

Frequently asked questions